# Maintenance Agreement Template (HVAC, Plumbing and More)

A maintenance agreement template is a ready-made contract for a recurring service plan. It names the customer and the equipment covered, the number of visits and what each includes, member benefits like repair discounts, what's excluded, the price and term, how renewal and cancellation work, and signatures. Use it as a starting point, not legal advice.

## Key takeaways

- The complete agreement is below, plus a printable version you can fill in and save as a PDF.
- List the covered equipment by make, model and serial number. It decides what the plan actually covers.
- Spell out exclusions and the renewal and cancellation terms in plain words. That's where complaints and legal trouble come from.
- Automatic renewal and in-home sales have rules in many places. Have a local attorney review your final version.

> **Starting point, not legal advice**
>
> This template is a general starting point for a service plan. It isn't legal advice and may not meet the rules in your state. Consumer contract, automatic renewal and cancellation rules vary, so have a local attorney review your agreement before you use it.

## The free maintenance agreement template

This version is written for HVAC, the trade where service agreements are most common, with notes below on adapting it for plumbing, electrical, pest control and lawn care. Copy it or download the printable file.

### MAINTENANCE AGREEMENT

**Parties**

Service provider: ____________________   License #: ________   Phone / email: ____________
Customer: ____________________   Service address: ____________________   Phone / email: ____________
Agreement #: ________

**1. Plan and term**

Plan name: ________   Start date: ________   Term: ___ months
Price: $_____ per year, or $_____ per month   Payment method: card on file / invoice / ACH

**2. Equipment covered**

Equipment 1: ________ Make/model: ________ Serial #: ________ Location: ________
Equipment 2: ________ Make/model: ________ Serial #: ________ Location: ________
Only the equipment listed here is covered. Equipment added later can be added by written amendment.

**3. What's included**

___ maintenance visits per term: (e.g. one spring cooling visit and one fall heating visit).
Each visit includes: ______________________________ (attach or list your checklist).
Member benefits: priority scheduling over non-members; ___% off repair parts and labor; trip / diagnostic fee waived during business hours; ________.

**4. What's not included**

Repair parts and labor beyond the member discount; refrigerant; ductwork; equipment replacement; code upgrades; damage from misuse, neglect, power surges, flooding or other causes outside normal wear; conditions found at the first visit that existed before this agreement.

**5. Scheduling**

We will contact you to schedule each visit / You call us to schedule each visit (choose one).
If a visit can't be scheduled within the term because of us, ________. If because of you, ________.

**6. Renewal (choose one)**

(a) This agreement ends at the end of the term unless you choose to renew.
(b) This agreement renews automatically for another ___-month term at the then-current price unless you cancel. We will remind you at least ___ days before it renews and tell you the renewal price and how to cancel.

**7. Cancellation and refunds**

You may cancel at any time by ________ (phone, email or online).
Refund: ________ (e.g. a pro-rated refund of the unused term, minus the regular price of visits and discounts already used).
If this agreement was sold in your home, you may have a right to cancel within three business days. See the attached Notice of Cancellation, if one applies.

**8. Other terms**

Transfer: ________ (e.g. transfers to a new owner of the home at no charge).
Access: you agree to provide safe access to the equipment.
Limitation of liability and disputes: ________ (have an attorney draft this section).

**Signatures**

Customer: ____________________   Printed name: ____________   Date: ________
Company representative: ____________________   Date: ________

### Download the template

- [Printable maintenance agreement (HTML)](https://www.brix.so/templates/files/maintenance-agreement-template.html): Fill it in your browser, then print or save as PDF. Includes an equipment table and signature lines.

## What should a maintenance agreement include?

A maintenance agreement should make three things obvious: what the customer gets, what they don't get, and how the plan starts, renews and ends. Most disputes over service plans come from a customer believing a repair was covered or not knowing the plan renewed.

**Agreement sections and why they matter**

| Section | Why it's there |
| --- | --- |
| Equipment covered | Ties the plan to specific units. Without it, a customer can argue the second system or the water heater was covered too. |
| Visits and checklist | Sets what a tune-up includes. Attach your checklist so every tech delivers the same visit. |
| Member benefits | The reasons to sign: priority service, repair discounts, waived fees. Keep them simple enough to explain at the kitchen table. |
| Exclusions | The most important section for avoiding disputes. A plan is a maintenance and discount program, not a warranty, unless you price it as one. |
| Renewal | If the plan renews automatically, say so clearly, remind the customer before it renews and state the price. California's Automatic Renewal Law, for example, regulates automatically renewing offers to consumers. |
| Cancellation and refunds | Tell customers exactly how to cancel. Plans sold in the customer's home may also be subject to the FTC's three-day Cooling-Off Rule. |
| Signatures and date | Proof the customer agreed to the price, renewal and cancellation terms. |

> **In-home sales and the three-day cancellation right**
>
> The FTC's Cooling-Off Rule gives buyers until midnight of the third business day to cancel many sales of $25 or more made at their home. Repairs or maintenance the customer asked you to come out for aren't covered, but the FTC says things bought beyond that request are, which can include a plan sold on a repair call. Ask your attorney whether you need to give a cancellation notice.

## Filled example: two-visit HVAC comfort plan

Here's how a residential HVAC company might fill out the key terms for one gas furnace and one central AC. Prices and benefits are illustrative; price your own plan with the [maintenance agreement calculator](https://www.brix.so/tools/maintenance-agreement-calculator).

**Comfort Club agreement, key terms**

| Term | Filled in |
| --- | --- |
| Price and term | $199 per year or $18 per month, 12 months |
| Equipment | Gas furnace (make, model, serial) in basement; 3-ton central AC (make, model, serial) on side yard pad |
| Visits | Spring AC tune-up (April–May), fall furnace safety inspection (September–October) |
| Benefits | Priority scheduling, 15% off repairs, no diagnostic fee during business hours, one standard filter per visit |
| Exclusions | Refrigerant, ductwork, equipment replacement, damage from flooding or surges, pre-existing conditions found at visit one |
| Renewal | Renews automatically at the then-current price; email and text reminder 30 days before, with the price and a one-step way to cancel |
| Cancellation | Cancel anytime by phone or email; pro-rated refund of the unused term minus the regular price of visits and discounts used |

_Illustrative example. The monthly price works out to $216 a year, slightly more than the annual price, which nudges customers to pay upfront._

## How do maintenance agreements differ by trade?

**Adapting the template by trade**

| Trade | Typical visits and benefits | Exclusions to spell out |
| --- | --- | --- |
| HVAC | Spring cooling and fall heating tune-ups, filter, priority service, repair discount | Refrigerant, ductwork, replacement, pre-existing conditions |
| Plumbing | Annual inspection, water heater flush, drain check, fixture leak check, discount | Sewer line repairs, clogs from misuse, fixture replacement |
| Electrical | Annual safety inspection, panel check, surge protection check, smoke detector test | Code upgrades, utility-side issues, device replacement |
| Pest control | Quarterly or bi-monthly service, free re-treat between visits | Termites unless a separate bond, wildlife, structural repairs |
| Lawn and landscaping | Seasonal fertilization or weed-control rounds, aeration, cleanups | Weather damage, irrigation repairs, plant replacement |
| Generators | Annual or semi-annual service, oil and filter, load test | Fuel, parts beyond discount, storm-season emergency rates |
| Garage doors | Annual tune-up, lubrication, balance and safety test | Springs and openers unless priced in, damage from impact |

## Common maintenance agreement mistakes

- **Calling it a warranty.** If repairs aren't included, don't use words that suggest they are. Say "discount" and list exclusions.
- **Not listing the equipment.** Plans without serial numbers lead to "you said it covered everything" arguments.
- **Hidden auto-renewal.** Renewing and charging a card without a clear disclosure and reminder causes chargebacks, bad reviews and possible legal trouble.
- **Making cancellation hard.** A customer who can't find out how to cancel files a dispute instead.
- **Selling visits you can't staff.** If 300 members all want a spring tune-up in May, schedule early and spread them out. See [how to sell maintenance agreements](https://www.brix.so/learn/how-to-sell-maintenance-agreements).
- **Underpricing the plan.** Count the visit labor, the discount you give away and the filters. Check it with the calculator.

BRIX can assign plan visits to the right technician, and its custom automations can handle renewal reminders the way your agreement describes.

- [Scheduling and dispatch](https://www.brix.so/features/scheduling-dispatch): Assigns the right crew to the right job based on skills, location and availability.
- [Custom AI automations](https://www.brix.so/features/ai-automations): Custom AI workflows built and set up for each customer's business.

## Frequently asked questions

### What is a maintenance agreement?

It's a contract where a customer pays a yearly or monthly fee for scheduled maintenance visits and member perks such as priority service and repair discounts. For the business, it creates recurring revenue and fills slow seasons. See our full explainer on maintenance agreements.

### Is a maintenance agreement the same as a home warranty?

No. A maintenance agreement pays for scheduled upkeep and gives discounts on repairs. A home warranty or service contract pays for covered repairs or replacements, and some states regulate those as insurance-like products. Don't describe your plan as covering repairs unless it does.

### Can a maintenance agreement renew automatically?

Yes, but many states regulate automatic renewals to consumers, typically requiring a clear disclosure, the customer's consent and an easy way to cancel. California's Automatic Renewal Law is one example. Have an attorney check your renewal language for each state you work in.

### How much should I charge for an HVAC maintenance agreement?

Price it from your costs: the labor for each visit, materials such as filters, the value of the repair discount and fee waivers, plus overhead and profit. Our maintenance agreement calculator walks through the math with presets for HVAC, plumbing, pest and lawn.

### Do customers have to sign a maintenance agreement?

A signature, paper or electronic, is the best proof the customer agreed to the price, renewal and cancellation terms. It matters most when you charge a card on file automatically, because it helps you answer chargebacks.

### What happens to the agreement if the customer sells the house?

Whatever your agreement says. Many contractors let it transfer to the new owner for free, which is a selling point and a way to meet the new homeowner. Put the transfer rule in writing either way.

## Related

- [What Is a Maintenance Agreement?](https://www.brix.so/learn/maintenance-agreement)
- [How to Sell Maintenance Agreements](https://www.brix.so/learn/how-to-sell-maintenance-agreements)
- [Maintenance Agreement Pricing Calculator](https://www.brix.so/tools/maintenance-agreement-calculator)
- [What Is a Membership Program for Home Services?](https://www.brix.so/learn/membership-program)
- [Contractor Estimate Template](https://www.brix.so/templates/estimate-template)
- [Appointment Reminder Text Templates](https://www.brix.so/templates/appointment-reminder-text-templates)
- [HVAC CSR Script for Booking Service Calls](https://www.brix.so/templates/hvac-csr-script)
- [Scheduling and Dispatch Software That Puts the Right Crew on Every Job](https://www.brix.so/features/scheduling-dispatch)
- [What Is a Mechanic's Lien?](https://www.brix.so/learn/mechanics-lien)
- [What Is a Lien Waiver?](https://www.brix.so/learn/lien-waiver)

## Sources

- [Federal Trade Commission, Buyer's Remorse: The FTC's Cooling-Off Rule May Help](https://consumer.ftc.gov/articles/buyers-remorse-ftcs-cooling-rule-may-help) (checked 2026-10-19)
- [California Legislative Information: Business and Professions Code §17600–17606 (Automatic Renewal Law)](https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=BPC&division=7.&title=&part=3.&chapter=1.&article=9.) (checked 2026-10-12)

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Written by BRIX Editorial Team. Last updated 2026-10-19. General information, not tax, legal or financial advice.
Canonical: https://www.brix.so/templates/maintenance-agreement-template